The Decision Memorandum is a crucial governance document used in Belgian corporate practice to formalize and document significant organizational decisions. It serves multiple purposes: providing a clear record of decisions made, demonstrating compliance with corporate governance requirements, and creating an audit trail for future reference. The document is particularly important in the Belgian legal context, where corporate decisions must be properly documented and archived according to the Belgian Code of Companies and Associations. A Decision Memorandum typically includes detailed information about the decision-making process, rationale, financial implications, risk assessments, and implementation plans. It is commonly used for major corporate decisions such as strategic initiatives, significant investments, organizational restructuring, or policy changes. The document must be prepared in accordance with Belgian corporate law requirements and often requires formal approval from authorized corporate bodies such as the Board of Directors or Management Committee.
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1. Header Information: Document title, date, reference number, and organization name
2. Decision-Making Body: Identification of the authority making the decision (e.g., Board of Directors, Management Committee)
3. Attendees and Quorum: List of present decision-makers and confirmation of meeting quorum requirements
4. Context and Background: Brief explanation of the circumstances leading to the decision requirement
5. Purpose: Clear statement of the decision to be made and its intended outcome
6. Key Considerations: Analysis of main factors considered in reaching the decision
7. Financial Impact: Summary of financial implications and budgetary considerations
8. Legal Compliance: Confirmation of compliance with relevant laws and regulations
9. Decision: Clear articulation of the final decision made
10. Implementation: Overview of how and when the decision will be implemented
11. Approval: Formal approval section with signature blocks for required signatories
1. Risk Assessment: Detailed analysis of potential risks and mitigation strategies - include when decision involves significant risks
2. Stakeholder Impact: Analysis of effects on various stakeholders - include for decisions with broad organizational impact
3. Alternative Options: Discussion of alternatives considered - include when multiple options were evaluated
4. Timeline: Detailed implementation timeline - include for complex decisions with multiple phases
5. Budget Breakdown: Detailed financial analysis - include when decision has significant financial implications
6. Communication Plan: Strategy for communicating the decision - include for decisions affecting multiple departments or external parties
1. Financial Analysis: Detailed financial calculations and projections supporting the decision
2. Legal Opinion: External or internal legal counsel's opinion if obtained
3. Technical Documentation: Any technical specifications or reports relevant to the decision
4. Supporting Research: Market research, feasibility studies, or other supporting documentation
5. Implementation Plan: Detailed plan for executing the decision
6. Meeting Minutes: Minutes of the meeting where the decision was discussed and approved
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